15 Chapter 2: Internal Control Deficiencies Exist because many of the employees whose contributions created the excess reserves would not benefit, due to their retirement, resignation, or transfer to a union-sponsored plan. During the 1998 legislative session, management tried but failed to have a bill passed that would have allowed the Health Fund to provide cash refunds to its current and former employees. In addition, we were informed that management obtained an opinion from a deputy attorney general in August 1998 that indicates the Health Fund cannot provide cash refunds to its employees. However, we were not allowed to read the opinion. Management has been unable to resolve the disposition of excess reserves applicable to employee contributions since July 1997, more than 18 months ago. Unless management can resolve this matter, the reserves will continue to grow, and employees will receive unequal treatment from employers regarding the refunding of excess reserves. We recommend that management work more closely with the Legislature and the Departments of Budget and Finance and the Attorney General in resolving the issues relating to (a) the adoption of a long-term care insurance benefit plan and (b) the disposition of excess reserves created by employee contributions. Recommendation This is trial version www.adultpdf.com 16 Chapter 2: Internal Control Deficiencies Exist This page intentionally left blank. This is trial version www.adultpdf.com 17 Chapter 3: Financial Audit Chapter 3 Financial Audit This chapter presents the results of the financial audit of the Hawaii Public Employees Health Fund (Health Fund) as of and for the fiscal year ended June 30, 1998. This chapter includes the independent auditors’ report and the report on compliance and on internal control over financial reporting based upon the audit performed in accordance with Government Auditing Standards. It also displays financial statements together with explanatory notes. Because the Health Fund did not account for its financial activities in an enterprise fund as required by generally accepted accounting principles and because certain gain contingencies have been recorded in the financial statements, in the opinion of Deloitte & Touche LLP, based on their audit, the financial statements do not present fairly the financial position of the Health Fund at June 30, 1998, and the results of its operations for the year then ended in conformity with generally accepted accounting principles. Deloitte & Touche LLP considered the Health Fund’s failure to account for its activities in the proper fund to be a reportable condition and a material weakness in the internal control system. But, they did not note, with respect to the items tested, any instance of noncompliance with laws and regulations applicable to the Health Fund that are required to be reported under Government Auditing Standards. To the Auditor State of Hawaii We have audited the following financial statements of the Hawaii Public Employees Health Fund (Health Fund): • Combined Balance Sheet – All Fund Types and Account Groups – June 30, 1998 (Exhibit A); • Combined Statement of Revenues, Expenditures and Changes in Fund Equity – General and Expendable Trust Funds – fiscal year ended June 30, 1998 (Exhibit B); Summary of Findings Independent Auditors’ Report This is trial version www.adultpdf.com 18 Chapter 3: Financial Audit • Combined Statement of Revenues and Expenditures – Budget and Actual – General Fund – fiscal year ended June 30, 1998 (Exhibit C); • Statement of Changes in Assets and Liabilities – Agency Fund – fiscal year ended June 30, 1998 (Exhibit D). These financial statements are the responsibility of the management of the Health Fund. Our responsibility is to express an opinion on these financial statements based on our audit. Except as discussed in the following two paragraphs, we conducted our audit in accordance with generally accepted auditing standards and the standards applicable to financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. We believe that our audit provides a reasonable basis for our opinion. In accordance with the terms of our engagement, the scope of our audit did not include the general fixed assets account group, which reflected total assets of $387,939 as of June 30, 1998. Management of the Health Fund declined to provide us with a written representation letter which, among other things, acknowledges its responsibility for the fair presentation of the financial statements in accordance with generally accepted accounting principles. Generally accepted auditing standards require us to obtain such management representation letter. As discussed in the notes to the financial statements, the financial statements referred to above present only the activities of the Health Fund and are not intended to present fairly the financial position and results of operations of the State of Hawaii, in conformity with generally accepted accounting principles. The financial statements referred to above account for the financial activities of the Health Fund in a governmental fund, i.e., general fund, and in fiduciary funds, i.e., trust and agency funds. However, in our opinion, the Health Fund is considered to be a public entity risk pool, and thus its financial activities should This is trial version www.adultpdf.com 19 Chapter 3: Financial Audit be accounted for in a proprietary fund, i.e., enterprise fund, in order to conform with generally accepted accounting principles. In addition, the financial statements referred to above include net underwriting gains of $17,400,084 and interest income of $2,096,938 that are recorded in the deposit with insurance carriers account, with the offsetting credits being recorded as other financing sources of $14,383,869, and beginning fund balance of $5,113,153. In our opinion, such amounts are considered to be gain contingencies, since they can be offset by underwriting losses incurred in the fiscal year ending June 30, 1999, the last year of the contract period with the insurance carriers. Accordingly, such amounts should not be recorded in the financial statements, in order for such financial statements to be in conformity with generally accepted accounting principles. Governmental Accounting Standards Board Technical Bulletin 98-1, Disclosures about Year 2000 Issues, requires disclosure of certain matters regarding the year 2000 issue in order for financial statements to be prepared in accordance with generally accepted accounting principles. Such required disclosures include: • Any significant amount of resources committed to make computer systems and other electronic equipment year 2000-compliant; • A general description of the year 2000 issue, including a description of the stages of work in process or completed as of the end of the reporting period to make computer systems and other electronic equipment critical to conducting operations year 2000-compliant; and • The additional stages of work necessary for making the computer systems and other electronic equipment year 2000-compliant. The Health Fund has omitted such disclosures. We do not provide assurance that the Health Fund is or will be year 2000 ready, that the Health Fund’s year 2000 remediation efforts will be successful in whole or in part, or that parties with which the Health Fund does business will be year 2000 ready. In our opinion, because of the effects of the matters discussed in the three preceding paragraphs, the financial statements referred to above do not present fairly, in conformity with generally This is trial version www.adultpdf.com 20 Chapter 3: Financial Audit accepted accounting principles, the financial position of the Health Fund as of June 30, 1998, or the results of its operations for the year then ended. In accordance with Government Auditing Standards, we have also issued our report dated December 24, 1998, on our consideration of the Health Fund’s internal control over financial reporting and our tests of its compliance with certain provisions of laws, regulations, contracts, and grants. /s/ Deloitte & Touche LLP Honolulu, Hawaii December 24, 1998 To the Auditor State of Hawaii We have audited the financial statements of the Hawaii Public Employees Health Fund (Health Fund) as of and for the year ended June 30, 1998, and have issued our report thereon dated December 24, 1998, which included an adverse opinion resulting from the Health Fund: (1) not accounting for financial activities in a proprietary fund, (2) recording gain contingencies, and (3) omitting the year 2000 disclosures that are required by Government Auditing Standards Board Technical Bulletin 98-1, Disclosures about Year 2000 Issues. We conducted our audit in accordance with generally accepted auditing standards and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States, except that management of the Health Fund declined to provide us with a written representation letter, which is required under generally accepted auditing standards, and that the scope of our audit did not include the general fixed assets account group. Compliance As part of obtaining reasonable assurance about whether the Health Fund’s financial statements are free of material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grants, noncompliance with which could have a direct and material effect on the determination of financial statement amounts. However, Independent Auditors’ Report on Compliance and on Internal Control over Financial Reporting Based upon the Audit Performed in Accordance with Government Auditing Standards This is trial version www.adultpdf.com 21 Chapter 3: Financial Audit providing an opinion on compliance with those provisions was not an objective of our audit and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance that are required to be reported under Government Auditing Standards. Internal Control over Financial Reporting In planning and performing our audit, we considered the Health Fund’s internal control over financial reporting in order to determine our auditing procedures for the purpose of expressing our opinion on the financial statements and not to provide assurance on the internal control over financial reporting. However, we noted a certain matter involving the internal control over financial reporting and its operation that we consider to be a reportable condition. Reportable conditions involve matters coming to our attention relating to significant deficiencies in the design or operation of the internal control over financial reporting that, in our judgment, could adversely affect the Health Fund’s ability to record, process, summarize, and report financial data consistent with the assertions of management in the financial statements. The reportable condition is as follows: The Health Fund is incorrectly reporting its financial activities in governmental and fiduciary funds rather than in an enterprise fund as required by generally accepted accounting principles. This results from the accounting staff’s inability to keep current on relevant accounting standards. A material weakness is a condition in which the design or operation of one or more of the internal control components does not reduce to a relatively low level the risk that misstatements caused by error or fraud in amounts that would be material in relation to the financial statements being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions. Our consideration of the internal control over financial reporting would not necessarily disclose all matters in the internal control that might be reportable conditions and, accordingly, would not necessarily disclose all reportable conditions that are also considered to be material weaknesses. However, we believe that the reportable condition described above is a material weakness. This report is intended solely for the information and use of the Auditor, State of Hawaii, the management and directors of the This is trial version www.adultpdf.com 22 Chapter 3: Financial Audit Health Fund, the Governor, and the Legislature of the State of Hawaii and is not intended to be and should not be used by anyone other than these specified parties. /s/ Deloitte & Touche LLP Honolulu, Hawaii December 24, 1998 The following is a brief description of the financial statements which are attached to the end of this chapter. Combined Balance Sheet - All Fund Types and Account Groups (Exhibit A). This statement presents assets, liabilities and fund equity of all fund types and account groups used by the Health Fund on an aggregate basis at June 30, 1998. Combined Statement of Revenues, Expenditures and Changes in Fund Equity - General and Expendable Trust Funds (Exhibit B). This statement presents the revenues, expenditures and changes in fund equity for governmental and fiduciary fund types used by the Health Fund on an aggregate basis for the year ended June 30, 1998. Revenues include State appropriations mandated by various appropriation acts of the State Legislature. Combined Statement of Revenues and Expenditures - Budget and Actual (Budgetary Basis) - General Fund (Exhibit C). This statement summarizes revenues and expenditures by source and type on the budgetary basis for the Health Fund for the year ended June 30, 1998, and compares such amounts to the budget as adopted by the State Legislature. Statement of Changes in Assets and Liabilities - Agency Fund (Exhibit D). This statement presents the changes in assets and liabilities of the Agency Fund for the Health Fund for the year ended June 30, 1998. Explanatory notes, which are pertinent to an understanding of the financial statements and financial condition of the funds included in the scope of the audit, are discussed in this section. Descriptions of Financial Statements Notes to the Combined Financial Statements This is trial version www.adultpdf.com 23 Chapter 3: Financial Audit The Hawaii Public Employees Health Fund (Health Fund), which is administered by a nine-member Board of Trustees appointed by the Governor, was established under Chapter 87 of the Hawaii Revised Statutes (HRS) to provide medical, dental, prescription drug, vision care, and life insurance benefits for the State of Hawaii’s (State) and the counties’ active and retired employees and their dependents. The Board of Trustees of the Health Fund (Board) determines the scope of the various benefit plans and contracts with insurance carriers to provide health and group life insurance benefit coverages. Summary information on the Health Fund’s plans is described below: Benefit plans - The medical plans include a statewide service benefit plan, a statewide health maintenance organization (HMO) plan, and a federally-qualified HMO plan. Other benefit plans (dental, prescription drug, vision care and group life insurance) are offered on a statewide basis. Payment of contributions - The employers’ share of benefit plan contributions for collectively bargained employees are negotiated by the State and counties with the exclusive representative of each employee bargaining unit. Employer contributions for all other employees not covered by collective bargaining contracts and for employees who retire after June 30, 1984, with less than ten years of service, are prescribed by the HRS. Any remaining premium balance is paid by employees through payroll deductions or Premium Conversion Plan reductions. State and county contributions also include the employee’s share for retired employees and Medicare reimbursements made by the Health Fund to eligible retired employees and their spouses for Medicare Part B insurance premiums withheld from their social security benefits. As of June 30, 1998, the Health Fund provided insurance coverage to approximately 145,000 individuals: 59,000 active employees; 29,000 retirees; 25,000 spouses; and 32,000 dependents under age 19. Reporting entity The Health Fund is a division of the Department of Budget and Finance in the executive branch of the State. The Health Fund’s combined financial statements reflect only its portion of the fund type categories. The State Comptroller maintains the central accounts for all state funds and publishes annual financial statements for the State which includes the Health Fund’s financial activities. Note 2 - Summary of significant accounting policies Note 1 - Financial Reporting Entity This is trial version www.adultpdf.com 24 Chapter 3: Financial Audit Basis of presentation The accounts of the Health Fund are organized on the basis of funds and account groups, each of which is considered a separate accounting entity. The operations of each fund are accounted for with a separate set of self- balancing accounts that comprise its assets, liabilities, fund equity, revenues and expenditures. Governmental resources are allocated to and accounted for in individual funds based upon the purposes for which they are to be spent and the means by which spending activities are controlled. Amounts in the “Total (Memorandum Only)” columns in the combined financial statements represent summations of the financial statement line items of the fund types and account groups included in those statements, and are presented only for analytical purposes. Those summations may include fund types and account groups that use different bases of accounting. Consequently, amounts shown in the “Total (Memorandum Only)” columns are not comparable to a consolidation and do not represent the total resources available or total revenues and expenditures of the Health Fund. For financial reporting purposes, the Health Fund includes all funds and account groups that are controlled by or dependent on the Health Fund’s administrative head. Control by or dependence on the Health Fund was determined on the basis of statutory authority and moneys flowing through the Health Fund to each fund or account. The Health Fund uses the following fund types and account groups: Governmental fund types General Fund: The general fund is the general operating fund of the Health Fund. It is used to account for all financial activities except those required to be accounted for in another fund. The annual operating budget as authorized by the State Legislature provides the basic framework within which the resources and obligations of the general fund are accounted. Fiduciary fund types Trust and Agency Funds: Trust and agency funds are used to account for assets held by the Health Fund in a trustee or agency capacity. These include expendable trust funds which account for cash collected and expended by the Health Fund as trustee and agency funds which account for the receipts and disbursements of various amounts collected by the Health Fund in a custodial capacity. This is trial version www.adultpdf.com [...]... year end to liquidate liabilities existing at the end of the fiscal year Revenues susceptible to accrual include funds appropriated by the State Legislature and allotted by the Governor Use of estimates The preparation of combined financial statements in conformity with generally accepted accounting principles requires management to make estimates and assumptions that affect the reported amounts of assets... accrual basis of accounting, revenues and related current assets are recognized in the accounting period when they become both measurable and available to finance operations of the fiscal year or liquidate liabilities existing at fiscal year-end Measurable means that the amount of the transaction can be determined Available means that the amount is collected in the current fiscal year or soon enough after... assets and liabilities and disclosure of contingent assets and liabilities at the date of the combined financial statements, and the reported amounts of revenues and expenses during the reporting period Actual results could differ from those estimates Cash and short-term investments Cash and short-term investments include all demand deposits, time certificates of deposit and repurchase agreements purchased... current assets and current liabilities are generally included on the combined balance sheet Operating statements of these funds present increases (i.e., revenues and other financing sources) and decreases (i.e., expenditures and other financing uses) in net current assets The Health Fund uses the modified accrual basis of accounting for the general, expendable trust, and agency funds Under the modified accrual...Chapter 3: Financial Audit Account groups General Fixed Assets Account Group: General fixed assets acquired for use by the Health Fund in the conduct of its general governmental operations are accounted for in the general fixed assets account group at cost or estimated fair market value at date of donation Accumulated depreciation is not recorded in the general fixed assets account group General Long-Term... Long-Term Debt Account Group: The obligation for accrued vested vacations is recorded in the general long-term debt account group Basis of accounting The accounting and financial reporting treatment applied to a fund is determined by its measurement focus All governmental funds and expendable trust funds are accounted for using a current financial resources measurement focus With this measurement focus,... estimates Cash and short-term investments Cash and short-term investments include all demand deposits, time certificates of deposit and repurchase agreements purchased with an original maturity of three months or less This is trial version www.adultpdf.com 25 . for the information and use of the Auditor, State of Hawaii, the management and directors of the This is trial version www.adultpdf.com 22 Chapter 3: Financial Audit Health Fund, the Governor, and. noncompliance with laws and regulations applicable to the Health Fund that are required to be reported under Government Auditing Standards. To the Auditor State of Hawaii We have audited the following. standards and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States, except that management of the Health